CLS - Secretary - Academy

SECRETARY I ACADEMY SUPPORT

JOB TITLE: Secretary I Academy Support FLSA STATUS: Non-Exempt

REPORTS TO: Academy Assistant Principal PAY GRADE: CLS-07

LOCATION: Adams City High School DAYS: 215 |
CALENDAR D

The Academy Secretary plays a critical role in supporting the daily operations of a high school Academy. This position ensures that the Academy runs smoothly by managing clerical tasks, attendance records, scheduling needs, and compliance with district and state requirements. As the first point of contact for students and families, the Academy Secretary helps establish a welcoming and professional environment that reflects the identity and expectations of the Academy.

• High School Diploma or GED
• Associate's Degree preferred
• License / Certification
  
  Required:
  
  Notary or ability to secure Notary within 30 days.
• Work Experience
  
  Required:
  
  Minimum of 3 years experience with progressive advanced level secretary
• Other
  
  Skills and Abilities
  
  Required:
  
  Knowledge of office administrative procedures, terminology, and equipment.
• Understanding of school system operations and clerical support needs.
• Ability to manage records and provide accurate administrative support.
• Strong oral and written communication skills.
• Ability to interact with staff, students, families, and administrators with professionalism.
• Ability to follow detailed instructions and maintain strict confidentiality.

• Answer phones, greet visitors, and provide Academy information.
• Schedule meetings and maintain calendars for the Academy Assistant Principal, Dean, and Counselor.
• Compile and prepare information, data, and reports for Academy-level meetings, audits, and district submissions.

• Maintain, update, and archive Academy student records.
• Record and track attendance, early dismissals, and late arrivals.
• Process student schedule changes, transcript requests, and transfers in coordination with the Counselor.
• Assist with October Count, End-of-Year reporting, and compliance audits.

• Process employee timecards and track staff absences for the Academy.
• Coordinate substitute coverage and distribute building keys as needed.
• Support logistics for Academy events, testing, and family engagement activities.

• Serve as the first point of contact for families regarding attendance, scheduling, and Academy procedures.
• Provide bilingual translation and interpretation support as needed for families and staff.
• Maintain confidentiality and professionalism in all communications.

• Follow district safety protocols and emergency procedures.
• Support district or school-wide registration events, resource fairs, and parent nights as assigned.
• Perform additional duties as assigned by the Academy Assistant Principal.

None

The physical demands, work environment factors and mental functions described herein are representative of those that must be met by an employee to successfully perform the essential functions of this job.

Physical Demands
:
While performing the duties of this job, the employee is occasionally required to stand, climb or balance, stoop, kneel, crouch, or crawl. The employee must regularly lift and/or move up to 40 pounds.

Work Environment
:
While performing the duties of this job, the employee will work primarily in offices, hallways, gyms, classrooms, bathrooms, shops, playgrounds, cafeterias, portable buildings and pool environments. The Employee may be required to work from a remote location in the event of a district shut-down or other event. The employee may be required to work evenings and weekends during enrollment / registration…